Executive Assistant

Executive Assistant

04/02/2025
CHF 70725Année
Application ends: 19/02/2025
Postuler

Postuler à cette offre

Description

Permanent Mission of Barbados at Geneva

Description

KEY DUTIES & RESPONSIBILITIES

  • Arranges meetings and appointments on behalf of the Ambassador or Head of Mission;
  • Maintain electronic calendar for the Head of Mission;
  • Operates and maintains relevant electronic equipment e.g. computer, fax machine, photocopier;
  • Prepares Note Verbale, Diplomatic notes, reports, booklets, manuals and other related documents
  • Takes minutes of meetings
  • Files correspondence, including electronically
  • Maintains documents register
  • Translate correspondence and/or documents received
  • Types correspondence, reports, booklets, manuals and other related documents;
  • Answers telephone, takes messages and provides information to callers;
  • Orders and monitors the use of office supplies;
  • Arrange travel and hotel bookings when requested
  • Provide support on special events/ initiatives including but not limited to commercial diplomacy
  • Prepares outreach to the diaspora
  • Any other related duties

WORKING CONDITIONS

  • Use of computer for prolong periods
  • Extended hours of sitting
  • Frequent interaction with visitors

WORKING RELATIONSHIPS

Works with various Officers to obtain information and coordinate responses to information request.

JOB REQUIREMENTS

EDUCATION & EXPERIENCE

  • The Private Secretary’s Certificate and not less than five years’ experience as a Secretary including the ability to speak French fluently; or
  • A High School Diploma or a Technical Diploma which includes English Language;
  • Typing at 35 w.p.m.; and
  • Not less than five (5) years’ experience as a Secretary

In either case, proven training in and knowledge of Microsoft Office is required.

Shorthand or another means of taking dictation at 80 w.p.m would be an asset.

KNOWLEGDE AND SKILLS

  • Comprehensive knowledge of secretarial and administrative functions and practices;
  • Knowledge of PC application software;
  • Ability to operate various office equipment;
  • Good supervisory skills;
  • Proficient in typing;
  • Excellent oral written communication skills;
  • Good interpersonal skills;
  • Ability to work well under pressure;
  • Excellent time management skills.
  • The ability to speak French fluently.
  • The ability to speak Spanish would be an asset

COMPETENCIES

 Ability to maintain high levels of integrity and confidentiality;

  • Ability to maintain good interpersonal relationships.
  • Ability to organize and assign duties to subordinate staff.
  • Ability to work within a team setting.
  • Ability to interact with members of the public and respond quickly to their queries.

REQUIRED TRAITS

  • Willingness to share information with fellow officers.
  • Willingness to keep up-to-date with changes in the area of public relations.
  • Willingness to empathize with direct reports who present with work life challenges
  • Willingness to keep skills up to date.